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Advanced Scheduler

The Scheduler provides powerful tools for operations managers and dispatchers to optimize team assignments, manage resources, and plan efficient routes. This goes beyond basic scheduling with drag-and-drop interfaces, resource allocation views, and recurring schedule management.

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Accessing the Scheduler

Navigate to the Scheduler:

1. Click Operations in the sidebar
2. Click Scheduler in the sub-menu
3. Or go directly to /scheduler

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Scheduler vs Schedule View

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The Scheduler Interface

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Layout Overview

The Scheduler displays:

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View Modes

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Drag-and-Drop Scheduling

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Assigning Unscheduled Jobs

1. Find unscheduled jobs in the left sidebar
2. Drag a job to the timeline
3. Drop on a technician’s row at the desired time
4. Job is assigned and scheduled automatically

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Rescheduling Jobs

1. Click and hold a scheduled job
2. Drag to a new time slot
3. Or drag to a different technician’s row
4. Release to confirm

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Adjusting Duration

1. Hover over the edge of a scheduled job
2. Cursor changes to resize indicator
3. Drag to extend or shorten
4. Duration updates in real-time

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Swapping Assignments

1. Select two jobs (Ctrl/Cmd + click)
2. Right-click and select Swap Assignments
3. Technicians are exchanged
4. Time slots remain the same

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Resource Allocation

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Viewing Team Capacity

The resource view shows:

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Capacity Indicators

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Balancing Workload

1. Switch to Resource View
2. Identify overloaded team members
3. Drag jobs to team members with capacity
4. Monitor utilization percentages

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Skill-Based Scheduling

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Setting Up Skills

Skills are configured in Settings > Team:

• Certifications (electrical, gas, refrigerant)
• Equipment expertise (specific brands/models)
• Service types (installation, repair, maintenance)

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Filtering by Skills

1. Select a job requiring specific skills
2. The scheduler highlights qualified technicians
3. Non-qualified technicians are grayed out
4. Assign only to qualified staff

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Skill Warnings

When assigning to non-qualified staff:

• Warning indicator appears
• Confirmation required
• Option to proceed or reassign
• Logged for compliance tracking

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Route Planning

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Geographic View

1. Switch to Map View
2. See job locations on the map
3. View technician current locations
4. Identify geographic clusters

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Optimizing Routes

1. Select a technician
2. Click Optimize Route
3. Jobs are reordered for efficiency
4. Review and confirm new order
5. Technician receives updated schedule

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Route Considerations

The optimizer accounts for:

• Travel time between locations
• Appointment windows
• Job priority
• Customer preferences
• Traffic patterns (if enabled)

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Manual Route Adjustment

1. View technician’s daily jobs
2. Drag jobs to reorder
3. Map updates to show new route
4. Travel times recalculate automatically

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Recurring Schedules

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Creating Recurring Jobs

1. Create or select a job
2. Click Set Recurrence
3. Configure the pattern:

4. Click Apply
5. Future jobs are generated

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Common Recurring Patterns

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Managing Recurring Jobs

Edit Single Instance:

1. Open the specific occurrence
2. Make changes
3. Select “This occurrence only”
4. Changes apply to just this job

Edit All Future:

1. Open any occurrence
2. Make changes
3. Select “This and future occurrences”
4. All upcoming jobs update

Cancel Series:

1. Open any occurrence
2. Click Cancel Recurrence
3. Choose to cancel all future or specific range
4. Historical jobs remain

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Bulk Scheduling Operations

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Selecting Multiple Jobs

• Click + Ctrl/Cmd: Add to selection
• Click + Shift: Select range
• Checkbox column: Toggle individual
• Select All: All visible jobs

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Bulk Actions

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Bulk Assignment Example

1. Filter for unscheduled jobs in a region
2. Select all matching jobs
3. Click Bulk Assign
4. Select technician covering that area
5. Jobs distribute across available slots

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Handling Conflicts

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Automatic Conflict Detection

The scheduler identifies:

• Double-booked technicians
• Overlapping time slots
• Insufficient travel time
• Skill mismatches
• Capacity overruns

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Conflict Indicators

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Resolving Conflicts

1. Click the conflict indicator
2. View conflict details
3. Choose resolution:
   • Reassign: Move to another technician
   • Reschedule: Change date/time
   • Split: Divide between technicians
   • Override: Accept and proceed

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Dispatch Features

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Real-Time Updates

The scheduler shows live information:

• Current job status (en route, on site)
• Technician locations (if GPS enabled)
• Completion notifications
• Customer communications

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Quick Dispatch

For urgent jobs:

1. Click Quick Dispatch
2. Enter job details
3. System suggests best technician
4. One click to assign and notify
5. Technician receives immediate alert

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Same-Day Scheduling

Filter for today’s availability:

1. Set date filter to today
2. View remaining capacity by person
3. Drag urgent jobs to open slots
4. Send notifications to affected technicians

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Best Practices

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Daily Dispatch

• Review unscheduled jobs each morning
• Check technician availability before assigning
• Allow buffer time between jobs
• Communicate schedule changes immediately

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Weekly Planning

• Schedule recurring jobs first
• Cluster geographically to reduce travel
• Balance workload across team
• Reserve some capacity for emergencies

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Resource Management

• Monitor utilization trends weekly
• Identify consistently overloaded staff
• Plan for holidays and leave in advance
• Cross-train staff for flexibility

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Route Efficiency

• Group jobs by area when possible
• Schedule geographically logical routes
• Account for traffic patterns
• Confirm appointments to reduce wasted trips

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Keyboard Shortcuts

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Troubleshooting

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Drag-and-Drop Not Working

1. Check you have scheduling permissions
2. Verify the job isn’t locked
3. Ensure the target time slot is available
4. Try refreshing the page

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Recurring Jobs Not Generating

1. Verify recurrence end date hasn’t passed
2. Check job template is still active
3. Ensure customer/location still exists
4. Review error notifications

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Route Optimization Slow

1. Reduce the date range
2. Limit to one technician at a time
3. Check internet connection
4. Clear browser cache

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Conflicts Not Showing

1. Enable conflict detection in settings
2. Check filter isn’t hiding conflicts
3. Verify time zone settings
4. Refresh scheduler view

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